Use Shared Drives to transfer your Google Drive files to your SJSU account

If you don't use Google Drive, you can skip this step.

 

How do I know when I'm done migrating my Google Drive files?

You transferred all the folders and files that you use to your SJSU account.

    • For files that you own, you moved the files into a shared drive and used it to transfer ownership to your SJSU account.

    • For files that you don't own, you requested (and were granted) access for your SJSU account.

    • If you have a large/complex Google Drive file structure, you contacted IT and were given instructions and information on what to do.

Follow the directions below to complete each of these steps:

 


 

Transferring ownership of Google Drive files using Shared drives:

  1. Navigate to drive.google.com and login to your MLML account
  2. On the left side of your screen, click Shared drives


  3. Click New


  4. Give your migration shared drive a title and click CREATE


  5. If it doesn't happen automatically, open your new migration shared drive and click Manage members


  6. Add your SJSU email address as a Manager and click Send


  7. In the pop-up warning, click Share anyway


  8. Click My Drive


  9. Select All of the files in your drive by pressing ctrl+a (Windows) or command+a (Mac) on your keyboard
    NOTE: If you have any folders in your drive, you must deselect them by holding ctrl or command and clicking on each one. You will migrate these separately following the instructions below.
  10. Right-click on any of the files and select Move to


  11. Click the back arrow > Shared drives > Your Migration Shared drive > MOVE HERE > MOVE



  12. Login to drive.google.com with your SJSU account
  13. Navigate to your Shared drives > Your migration shared drive
  14. Select All of the files in the shared drive by pressing ctrl+a or command+a on your keyboard
  15. Right-click on any of the files and select Move to
  16. Click the back arrow twice > My Drive > MOVE HERE > MOVE
  17. All of your drive files are now owned by your SJSU account. Users who the document has been shared with will not lose access, but you will need to update the sharing settings to include MLML users’ SJSU accounts.

*If you do not update the sharing settings, then individual MLML users will have to use their SJSU account to request access to every file they were collaborating on in your Drive. We also recommend removing users' MLML accounts' access after sharing with their SJSU account to minimize confusion*


Transferring ownership of Google Drive folders using Shared Drives:

NOTE: If you have complex folders (several levels of nested folders, folders containing many folders/files that are not owned by you, etc.) please submit an iTicket before attempting to migrate your folders. A member of IT will evaluate your drive and advise you on how to migrate your folders efficiently.

  1. Navigate to drive.google.com and login to your MLML account

  2. On the left side of your screen, click Shared drives


  3. Open your Migration Shared drive

  4. Click New > Folder


  5. Title the folder the same as the folder you are wanting to transfer, click CREATE
    TIP: If you have folders within the folder, create the entire folder structure first before moving on.

  6. Click My Drive and open the folder you want to migrate

  7. Select All of the files in the folder by pressing ctrl+a (Windows) or command+a (Mac) on your keyboard

  8. Right-click on any of the files and select Move to

  9. Click the back arrow twice > Shared drives > Your Migration Shared drive > The Folder you just created > MOVE HERE > MOVE

  10. Login to drive.google.com with your SJSU account

  11. Navigate to your Shared drives > Your migration shared drive

  12. Right-click on the folder and select Move to

  13. Click the back arrow twice > My Drive > MOVE HERE > MOVE
    TIP: If you have multiple folders, you can create them all, move the documents, and move all the folders at once from the shared drive to your SJSU drive.

  14. All of your drive folders are now owned by your SJSU account. Users will not lose access to the files within the folders, but you will need to share the folders with their SJSU accounts as well as update the sharing settings to include MLML users’ SJSU accounts.

    *If you do not update the sharing settings, then individual MLML users will have to use their SJSU account to request access to every file they were collaborating on in your Drive. We also recommend removing users' MLML accounts' access after sharing with their SJSU account to minimize confusion*


Transferring ownership of existing Shared Drives to your SJSU account:

  1. If you are the Manager of an existing Shared drive, navigate to drive.google.com and login to your MLML account
  2. Access the Shared drive that you are the manager of and click Manage members
  3. Add your SJSU email as a Manager and click Send
  4. Add the remaining member’s SJSU emails with the same privileges as their MLML emails
    TIP: You can add multiple users at the same time who have the same privileges (i.e. Content Manager, Contributor, Viewer, etc.)

OPTIONAL: Share documents that you do not own with your SJSU account:

Your Google Drive may contain shortcuts to files that are owned by others. If you don't have permission to share these files with your SJSU account, you will have to request that the owner share them.

If you regularly use documents that you do not own, you may be able to share them with your SJSU account using your MLML accounts' access rather than waiting for the owner to update the sharing privileges.

  1. Navigate to drive.google.com and login to your MLML account
  2. On the left side of your screen, click Shared with me

    drive.png
  3. Right-click a file you need shared with your SJSU account, click Share

    share.png

  4. Type and select your SJSU email address
  5. From the drop down on the right, select the same access as your MLML account
  6. Uncheck Notify People
  7. Click Share

    share2.png

NOTE: Depending on your MLML accounts' access, you may be unable to share certain files with your SJSU account and will have to request access through Drive or by contacting the owner directly.